Purchasing Policy and Procedure
Obsolete, worn out, inactive, or uneconomical operating equipment
may be traded in on the purchase of other equipment. Purchase
of the equipment will follow normal purchasing procedures.
Property will not be traded in if the monetary allowance offered
is substantially below the known current market price or if
the end result is not in the interest of the University.
Before surplus materials are disposed of by trade-in to a
vendor for credit on an acquisition, the Surplus Property
Coordinator or Director of Procurement shall approve such
disposal. The Surplus Property Coordinator shall base this
determination on whether the trade-in value is expected to
exceed the value realized through the sale or other disposition
of such materials.
- The requesting department will submit a Property Control
Authorization (PCA) form for the old equipment to Property
Administration). The PCA form will list the equipment
to be traded in with full description, condition, location
where it may be inspected, and property control number,
the dollar amount offered for the trade-in.
- The PCA form will be processed through the Property
Administration Office. All property identified for trade-in
will be screened by Property Administration to determine
title and residual rights of any external agency before
trade-in may occur. After screening and approval, the
PCA form will be returned to the requesting department.
- The requesting department will submit a requisition
(RQS) for the new equipment with a description of the equipment
to be traded-in and reference to the PCA form number.
Send a copy of the PCA to Purchasing with reference to
- The buyer will follow the normal procurement procedures.
After a purchase order is issued the buyer will forward
a copy of the order to Property Administration with reference
to the PCA.
TRADE-IN FOR EQUIPMENT COSTING MORE THAN $50,000
If the cost of the equipment is estimated to be more than
$50,000, Purchasing will request formal sealed bids. The request
for quotation (RFQ) will include:
- A complete description of the trade-in equipment.
- The location where the equipment can be inspected (optional).
- A statement that the trade-in is "as is, where
is" with no guarantee by the University as to operating
- A request for separate quotes on the new equipment and
the trade-in equipment.
- A statement that the University reserves the right to
accept or reject the trade-in price.
If the trade-in price is accepted, award shall be based on
net price after trade-in.
TRADE-IN FOR EQUIPMENT COSTING LESS THAN $50,000
If the cost of the equipment to be purchased is less than
$50,000, Purchasing Services buyer may:
- Negotiate both the price on the equipment and a trade-in
- Request competitive bids following the procedure outlined
TRADE-IN PRICE AS A DETERMINER OF BUYER ACTION
If the trade-in price received from the most responsive and
responsible bidder is below known market price, the buyer
will notify the requesting department. The buyer, in cooperation
with the requesting department, will determine whether to
accept the trade-in price as quoted or turn in the material
to Surplus Property for disposal or other University use.
If the trade-in price is acceptable, the buyer will issue
the purchase order. The purchase order will show the trade-in
as a separate item listing the trade-in value.
Trading-in specialized and costly University property to
a vendor for new equipment is often the most cost effective
Before the trade-in, a PCA form should be completed for the
item to be traded. The form should then be forwarded to Surplus
Property (the property control number shall be included in
order to remove this item from inventory). Surplus Property
will then research the items value, use, etc., and verify
whether a trade-in is in the best interest of the University.
After research is completed, Surplus Property will sign the
PCA form approving the trade-in and send it back to the originating
department. A copy of the PCA form or the PCA number should
be provided to Purchasing Services at the time an order is
placed for the new equipment.